Rostering software for clubs
A bigger building, a longer casual list and a fortnightly pay run. Trade is steadier than a pub but the roster is wider: several areas open at once, and functions on top of ordinary trade.
| Who | Mon | Tue | Wed | Thu | Fri | Sat |
|---|---|---|---|---|---|---|
| Nadia O.Duty manager | 9–5 | 9–5 | 9–5 | 2–10 | 2–10 | 2–10 |
| Lucas P.Bar | 10–6 | 10–6 | 10–6 | 10–6 | 4–12 | 4–12 |
| Kirra D.Bar | off | 5–11 | 5–11 | 5–11 | 5–1 | 5–1 |
| Marisol D.Bistro | 11–8 | 11–8 | 11–8 | 11–9 | 11–9 | 11–9 |
| Sam T.Gaming | 10–6 | 10–6 | 10–6 | 10–6 | 10–6 | 10–6 |
| Hana Y.Functions | off | off | off | off | 4–12 | 11–6 |
Thursday is members’ night and Saturday has a function in the auditorium, which is rostered as its own venue.
What makes a club hard to roster
Four things that come up in every one of these weeks, and what happens here instead.
What changes once it is running
What clubs get back, in the terms this trade measures it in.
A week in a club
What it is used for in a club
Specific things people in this trade do with it, rather than a list of modules.
- Forty or more casuals held as availability instead of a phone tree
- Members’ nights and raffles rostered as their own short shifts
- The auditorium kept as a venue, so a function does not disappear into ordinary trade
- A pay run that covers two weeks, approved one week at a time and sent the same way
- Supervisors who approve hours while the owner keeps billing and the payroll connection
- An audit trail that can be read in order, months after anybody remembers the night
The fortnight that ended on a members’ night
A licensed club, 46 on the books, a fortnightly pay run closing Thursday.
| When | What happens | What you do here |
|---|---|---|
| Thursday 9am | Two weeks of hours are waiting and the pay run is tomorrow. | Open week one. The rows needing attention are already at the top of it. |
| Thursday 9:25am | Nine differences across 46 people, most of them minutes. | Accept the small ones, query two, and approve the rest of the week together. |
| Thursday 9:40am | Week two has a shift nobody was rostered for. | It is marked unrostered with the time it was clocked, waiting for a decision rather than lost. |
| Thursday 10am | Both weeks are approved. | Each week is sent on its own, because payroll takes a week at a time. |
| Thursday night | Members’ night runs short handed after a sick call. | That is next fortnight’s problem, and it is already recorded as one. |
A fortnight closed in an hour, with two queries and nothing retyped.
The jobs that stop being jobs
Where the hours in a week like this go. No stopwatch: the left column is what the work takes without it, and the right is what is left of the same task.
| The job | Usually | Here |
|---|---|---|
| Rostering forty casuals | A phone tree, and the same five people asked first every time | Availability on the roster, so building the week is filling the gaps |
| Closing a club fortnight | Two weeks of paper in one sitting, with a calculator | Two weeks approved and sent, with the exceptions surfaced first |
| Keeping a function separate from ordinary trade | One roster, and no way to see what the auditorium cost | The auditorium as a venue, with its own hours and its own total |
| Answering a question about a shift in March | Memory, and a diary that may not have survived | The audit trail, in order, with who did what and why |
What the record shows, and what stays yours
Roster Flow keeps the record. Meeting the obligation is still the workplace's job, and these are the parts of it nothing here decides for you.
- Two weeks of hours approved separately, each with the person who approved them
- Unrostered shifts held for a decision rather than dropped
- The venue each shift belonged to, including the auditorium
- Corrections requested by staff, and what was decided about each
- Every change to an approved week, visible as a change
- What a members’ night, a Sunday or a public holiday is paid at
- Registered club obligations and licensing, none of which are held here
- Whether an unrostered shift is paid and at which rate
- How long records have to be kept, and by whom
What has to be kept, and for how long, is set out by the Fair Work Ombudsman. Nothing here interprets an award or certifies that a workplace complies with one.
Who is usually on the team
Forty or more on the books, mostly casual, run by a small group of duty managers and supervisors.
What drives the wage cost
Steady weekdays and heavier weekends. With a list this size the number worth watching is the day total rather than any single shift.
Questions people in clubs ask
Is there a limit on how many staff we can have?
The plans run in bands up to a few hundred active people, and the price follows how many you have. Deactivated people stop counting from that day. The pricing page carries the current bands.
Can we pay fortnightly?
Yes. Timesheets are approved a week at a time and sent a week at a time, so a fortnightly pay run is two sends into your payroll system.
Can supervisors be limited to their own area?
Not yet. A manager can roster and approve across the whole club. Assigning staff to venues changes what the roster shows, not what a manager is allowed to do.
Can supervisors approve hours without seeing the whole business?
That is what the three roles are for. A supervisor can roster and approve for their area, the owner keeps the view across every area, and billing and account settings never leave the owner.
Somebody queries a shift from four months ago. What is kept?
The clock in and clock out with the distance from the venue, any correction with who made it and why, who approved the timesheet and when, and the attendance record over the year. Approved timesheets are locked, so the version you signed off is the version that is still there.
Several areas are open at the same time. Does each one cost extra?
No. Venues are unlimited on every plan including the free one, so running four areas is a rostering decision rather than a billing one. The price follows how many people you employ.